Viewing Invoices (Classic)
This section discusses how to:
Review invoices.
Search for invoices.
Review invoice details.
View invoice activity and credit card payments in progress.
Review invoice line details.
Review discounts and surcharges.
Review tax details.
Email an invoice copy.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
BI_BILL_LIST_SS |
Review the most recent invoices. |
|
|
BI_SRCH_SS |
Display a list of all possible invoices that meet specified search criteria. Leave search criteria fields blank to display all possible values for these fields. |
|
|
BI_SUMMARY_SS |
Review invoice details and add eligible invoices to the payment cart. |
|
|
AR_EBP_ACT_SEC |
Review invoice activity and credit card payments that are in progress. |
|
|
BI_LINE_SS |
Review details for the corresponding invoice line. The fields that appear on this page are determined by the options that a customer selected on the My Preferences page. |
|
|
Invoices - Shipping Address |
BI_ADDRESS_SS |
Review the shipping address. |
|
BI_LINE_DS_SS |
Review all discounts and surcharges that are associated with a specified invoice line. |
|
|
BI_LINE_TAX_SS |
Review all value-added tax and sales or use tax that is associated with a specified invoice line. |
|
|
BI_EMAIL_DOCS_SS |
Email a copy of the invoice in PDF format to the Email address entered. |
Use the Invoices - Invoice List page (BI_BILL_LIST_SS) to review the most recent invoices.
Navigation:
Click the Invoices link from the eBill Payment Home page or from the left navigation menu.
This example illustrates the fields and controls on the Invoices - Invoice List page.
Field or Control |
Description |
|---|---|
Invoice |
Displays all invoices for this customer. The system displays invoices by order of invoice date, from the most recent to the oldest. Customers can click an invoice number to access the Invoices - Invoice Summary page, where they can view invoice details and pay invoices. |
Invoice Date |
Date on which the bill was invoiced. |
Due Date |
The invoice due date. |
Pay Method |
Displays the scheduled payment method for the invoice. |
View Invoice Image |
Click this link to view an image of the invoice. The link will open the invoice image in a separate window. Link is visible only when invoice image is available. |
Order Number, Contract Number, and Purchase Order |
If the customer selected the Order Information check box on the My Preferences page, these fields appear here. |
Email Selected Invoices |
Click this link to send email for multiple invoices. When the user selects the Email Selected Invoices link, they are presented with a page that prompts for the email address to be used. You can send one invoice and its supporting documents (attachments) as one transaction (invoice) at a time. |
Use the Invoice Search page (BI_SRCH_SS) to display a list of all possible invoices that meet specified search criteria.
Leave search criteria fields blank to display all possible values for these fields. Customers can search for specific invoices or enter a partial invoice number to display a list of all possible values.
Navigation:
Click the Invoice Search link on the Invoices - Invoice List page.
This example illustrates the fields and controls on the Invoice Search page.
Field or Control |
Description |
|---|---|
Invoice |
Search for specific invoices or enter a partial invoice number to display a list of all possible values. |
From Invoice Date |
Enter a date or select a date from the available options to display all invoices that are generated on or after the specified date. |
To Invoice Date |
Enter a date or select a date from the available options to display all invoices that were generated on or before the date specified. |
Calendar |
Click the calendar icon to select the month, day, and year parameters by which to filter the From Invoice Date or To Invoice Date search. |
From Amount |
Enter search parameters for minimum invoice amounts. The system displays all invoices with total amounts that are greater than or equal to the amount that the customer specifies. |
To Amount |
Enter search parameters for maximum invoice amounts. The system displays all invoices with total amounts that are less than or equal to the amount that a customer specifies. |
Order Number, Contract Number, and Purchase Order |
If customers select the Order Information check box on the My Preferences page, they can view and search for invoices at the header and line level by order number, contract number, and purchase order number. If customers select the Contract Information check box on the My Preferences page, they can view and search for invoices at the header and line level by contract number, purchase order number, and project ID. |
Paid Status |
Select the paid status for the invoice. The available options are Not Yet Paid/Applied and Paid/Applied. |
Sort By |
Select the criteria by which you want to sort the results of your search. Customers can sort results in Ascending or Descending order. For example, a customer wants to search for all invoices that were generated since December 31, 2000, and view the results with most recent invoices displayed first. The customer enters 12/31/2000 in the From Invoice Date field, selects Invoice Date as the sort by criteria, and sorts the results in descending order. |
Search |
Click this button after defining filters to access the Invoices page, where you can view the results of search queries that are sorted in the order specified. |
Cancel |
Click this button to cancel the search and return to the Invoices - Invoice List page. |
Use the Invoices - Invoice Summary page (BI_SUMMARY_SS) to review invoice details and add eligible invoices to the payment cart.
Navigation:
Click an Invoice number value on the Invoices - Invoice List page.
This example illustrates the fields and controls on the Invoices - Invoice Summary page. You can find definitions for the fields and controls later on this page.
Field or Control |
Description |
|---|---|
Review Messages |
Click this link to review the existing conversations on the Review Messages page. |
Contact Us |
Click this link to open the Contact Us page. The invoice field will be prepopulated only if the link is clicked from the Invoice Summary page or the Account Balance – Invoice Detail page. |
View Supporting Documentation |
Click this link to view a list of supporting documents that are attached to an invoice. |
View Invoice Image |
Click this link to view an image of the invoice. The link will open the invoice image in a separate window. This link is visible only when invoice image is available. |
Invoice Summary
Field or Control |
Description |
|---|---|
Current Balance |
Displays the total amount of the invoice, reduced by any payments that are paid toward the invoice. The system calculates the balance by summing the BAL_AMT value of all invoices for the invoice in the PS_ITEM table, reduced by any credit card payments in process. If the invoice is not created in PeopleSoft Receivables, the balance appears by default from the BI_HDR Invoice Amount field. Customers can click any link in this column to access the Invoices - Invoice Activity page, where they can view PeopleSoft Receivables details for the invoice, such as the invoice status, balance, and activity for the specified invoice. If the invoice has not been created in PeopleSoft Receivables, this link is disabled. |
Note: If in your business practices you associate prepayments with invoices in PeopleSoft Billing, you should run PeopleSoft Billing and Receivables batch processes in a timely manner to enable the system to calculate the current balance with up-to-date information. If the current balance amount does not reflect a prepayment towards an invoice, you may need to run the Load AR process (BILDAR01), the Receivable Update process (AR_UPDATE), the Payment Predictor process (AR_PREDICT), and the Receivables Update process again to apply the prepayment to the invoice. If you choose to manually apply payments, you need to balance the payment worksheet rather than run the Payment Predictor process.
Field or Control |
Description |
|---|---|
Total Invoice Amount |
Displays the total amount of the invoice, equal to the sum of the net extended amount, the total value added tax amount, and the total sales and use tax of the invoice. |
Invoice Details
Field or Control |
Description |
|---|---|
Line |
Displays an invoice line number that you use to reference specific information that is contained on the corresponding invoice line. |
Description |
Displays a short description of the invoice that is billed on the corresponding invoice line. Customers can click any link in this column to access the Invoices - Invoice Line Details page, where they can review the source-level details for the corresponding invoice line. |
Discount/Surcharge |
Displays the combined amount of discounts and surcharges that are applied to the corresponding invoice line. Customers can click any link in this column to access the Invoice Line Discount and Surcharge Details page, where they can view detailed information about the discounts and surcharges that are applied to the specified invoice line. |
Tax Amount |
Displays the total amount of sales and use tax and value-added tax that is applied to the corresponding invoice line. Customers can click any link in this column to access the Invoice Line Tax Details page, where they can view detailed information about the taxes that are applied to the corresponding invoice line. |
Total Amount |
Displays the product quantity and unit price minus total discounts and plus surcharges and taxes for the corresponding invoice line. |
Use the Invoices - Invoice Activity page (AR_EBP_ACT_SEC) to review invoice activity and credit card payments that are in progress.
Navigation:
Click the Show Details link in the Current Balance column on the Invoices - Invoice Summary page or click the Activities link from the Balance Detail - Invoice Detail or Payment History - Invoice Detail pages.
Field or Control |
Description |
|---|---|
Customer Balance |
Displays the invoice balance. |
Invoice Activity
Field or Control |
Description |
|---|---|
Accounting Date |
The date of the invoice or payment transaction against the invoice. |
Credit Card Payments In Progress
Field or Control |
Description |
|---|---|
Authorization Date |
Displays the date that the credit card payment was authorized. |
Authorization Code |
Displays the authorization code that the bank assigns to authorize the credit card transaction. |
Amount |
Displays the authorized transaction amount. |
Use the Invoices - Invoice Line Details page (BI_LINE_SS) to review details for the corresponding invoice line.
The fields that appear on this page are determined by the options that a customer selected on the My Preferences page.
Navigation:
Click the link in the Line Description column on the Invoices - Invoice Summary page.
Field or Control |
Description |
|---|---|
Invoice Number |
Displays the identifier for the invoice on which the corresponding line is billed. |
Invoice Line |
Displays the number of the corresponding invoice line. |
Description |
Includes a description of the invoice that is billed on the corresponding line. |
Order Number |
Displays the identifier that is assigned to the order. |
Order Date |
Displays the date that the sales order is created. |
Shipping ID |
Displays shipment's unique identification. |
RMA Number (return material authorization number) |
Displays the order number of the returned material authorization. |
Sold To Customer |
Displays the name of the customer that ordered the product. |
Order Line |
Displays the order line number. |
Ship Date |
Displays the date that the order is shipped. |
View Shipping Address |
Click this link to navigate to the Invoices - Shipping Address page (BI_ADDRESS_SS), where you can review the ship-to address. This link appears only if the customer has chosen to view order information on the My Preferences page. |
RMA Line Number |
Displays the line number of the returned material authorization. |
Contract Number |
Displays the contract number that is associated with the corresponding invoice line. |
Purchase Order |
Displays the purchase order number that is associated with the corresponding invoice line. |
Project ID |
Displays the project ID that is associated with the corresponding invoice line. |
From Date/Through Date |
Indicates the date range of the billing activity for the corresponding invoice line. |
Contract Line Number |
Provides the specific line of the contract number that is associated with the corresponding invoice line. Contract offerings appear on the contract as distinct contract line numbers. |
Purchase Order Line |
Displays the specific line of the purchase order that is associated with the corresponding invoice line. |
Employee Name |
Displays the name of the employee that is associated with the corresponding invoice line for example, the name of the employee that performed the service for which you are billing. |
Return to Invoice Summary |
Click this link to return to the Invoices - Invoice Summary page. |
Use the Invoice Line Discount and Surcharge Details page (BI_LINE_DS_SS) to review all discounts and surcharges that are associated with a specified invoice line.
Navigation:
Click the Discount/Surcharge amount link in the Invoice Details group box on the Invoices - Invoice Summary page.
Field or Control |
Description |
|---|---|
Invoice Line |
Displays the invoice line number that carries the listed discounts and surcharges. The invoice line number appears by default from the Invoices - Invoice Summary page. |
Description |
Provides a short description of the invoice. The description appears by default from the Invoices - Invoice Summary page. |
Return to Invoice Summary |
Click this link to return to the Invoices - Invoice Summary page. |
Use the Invoice Line Tax Details page (BI_LINE_TAX_SS) to review all value-added tax and sales or use tax that is associated with a specified invoice line.
Navigation:
Click the Tax Amount value link in the Invoice Details group box on the Invoices - Invoice Summary page.
Field or Control |
Description |
|---|---|
Invoice Line |
Displays the invoice line number that carries the listed taxes. The invoice line number appears by default from the Invoices - Invoice Summary page. |
Description |
Provides a short description of the invoice. The description appears by default from the Invoices - Invoice Summary page. |
Return to Invoice Summary |
Click this link to return to the Invoices - Invoice Summary page. |
Note: If sales and use taxes are associated with the selected invoice line, the Sales/Use Taxes grid displays the tax amount and tax percent for the specified line.
Use the Email Invoice Copy page (BI_EMAIL_DOCS_SS) to email a copy of the invoice in PDF format to the email address entered.
Navigation:
Click the Email Invoice Copy link on the Invoices - Invoice Summary page.
This example illustrates the fields and controls on the Email Invoice Copy page.
Field or Control |
Description |
|---|---|
Email Address |
Enter a valid email address and then click the Send button to send the copy of the invoice in PDF format. If the message is successfully sent, the system displays the message "Your request for an invoice copy was successful." |
Note: If an invoice contains lines that have summarization templates, the system emails a copy in summarized format only.
Use the View Invoice Image page to view an online rendering of the actual invoice that was mailed to the customer. The user can view the invoice in a PDF format.
Navigation:
Click the View Invoice Image link on the Invoices - Invoice Summary page.
Click the icon in the View Invoice Image column on the Invoices - Invoice List page.
The View Invoice Image link is available only if the Attach Invoice Image option was selected for the Business Unit and the invoice image attachment process (BI_XMLPBURST) has been run.